Senior Facilities Coordinator

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Major Responsibilities

Relief Reception Duties

–       Create and maintain a welcoming environment by greeting and assisting all visitors, staff and employment candidates

–       Provide general reception services by responding to general office emails and public inquiries

–       Post-conference room schedules, notices, and office communications as needed

–       Other duties as assigned by supervisor

Administrative Duties

–       Perform general office administrative tasks such as creation of word documents, spreadsheets, publications, and signage for the office

–       Serve as a liaison between office staff and facilities management in service requests

–       Assist when required to maintain office databases for employee locations and seating assignments, floor plans and employee phone lists

–       Assist with new hire process by coordinating with IT department and Facilities to confirm seating assignments and prepare work stations, provide welcome material and updating appropriate employee databases

–       Confirm the receipt of and verify accurate invoicing for deliveries, goods and services

–       Assist in monthly reporting as well as QBR’s

–       Other duties as assigned by supervisor

Facilities Services

–       Assist in general facilities duties to ensure the adequate provision of office services and supplies

–       Conduct daily walk through of the office to ensure safe, clean and organized office, lobby and conference rooms

–       Process orders and maintains inventories on all general office supplies, facilities equipment and supplies

–       Assist with vendor selection, order special deliveries and coordinate vendor services

–       Review and resolve outstanding ticket requests in line with set KPI

–       Co-ordinate vendors where required

–       Minor project management

–       Moves/Adds/Changes

–       Manage and implement Preventative Maintenance Program and ensure compliance

–       Ensure managed site/risk compliance

–       Financial Management of budget and processing of vendor invoices in line with account processes   

–       24/7 emergency call support and site attendance is required

–       Ensure escalation procedures and incident reporting procedures are implemented and in place

Ehs

–       Understand and comply with all EHS arrangements or instructions

–       Report any failings in EHS arrangements to line manager

–       Ensure strict compliance with EHS policies

–       Report all incidents within specified timeframes

–       Carry out, report and record monthly and quarterly inspections and ensure accurate remediation of defects or any non-compliances

–       Where applicable, induct vendors to site-specific situations and keep records

–       Work closely with Corporate Security on safety and security questions or concerns

–       Other duties as assigned by supervisor

–       Oversee client Fire Warden/First Aid program

People Management

–       Demonstrate and ensure to instill a culture in the team that match our ‘I am JLL’ core behaviours and values of being an Expert, Proactive, Innovative, Versatile, Team Player and valuing the Customer

–       Manage and coach team

–       Develop and sustain a high-quality, well-motivated team

–       Ensure high staff morale, trust and work ethics

–       Actively support an environment that supports teamwork, cooperation, and performance excellence within team

–       Assist in mentoring and enabling Training & Development of team members

CANDIDATE SPECIFICATION:  KEY SELECTION CRITERIA

Ideal Experience

• Previous facilities experience in a corporate environment
• Strong customer service focus
• Strong PC literacy and proven ability to manage daily activities using various systems, including the internet and email functions Intermediate/advanced Word, Excel, and PowerPoint skills

• Financial Management/Budget Experience

• Evidence of problem-solving skills—capacity to deal with ambiguity and solve complex problems effectively

Other Personal Characteristics

• Strong communicator—Good presentation skills and possesses strong verbal & written communication skills; also an active listener
• Passion for quality—has an eye for detail to ensure the best delivery of services
• Self-motivated, confident & energetic
• Ability to effectively deal with stressful situations
• Flexible—able to adapt to rapidly changing situations
• Is a team player—able to cooperate and work well with others to meet targets
• Exhibits honesty & trustworthiness
• Open to new ideas & willing to challenge status quo

Key Stakeholders

Client Staff

Specialized Vendor Staff

Regional Facilities Manager

Reporting To

Area Lead

Location:

On-site –Singapore

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

Jll Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at accomodationrequest@am.jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.